Office Administrator

Coldstream Wealth Management; Washington (District of Columbia); On-site; USD 48,000 - 72,000; Full time

Job summary

Coldstream Wealth Management is seeking a polished Office Manager/Administrator to act as the central hub of the office, welcoming clients and supporting the team with daily administrative tasks.

This in-office role, Monday through Friday with flexible start times between 7:00 and 8:30 AM, features a nine-hour day including a one-hour lunch and the opportunity to gain experience in financial services while coordinating meetings and onboarding.

Qualifications

• 3+ years of administrative experience in a professional office environment.
• High school diploma or equivalent; Bachelor’s or Associate’s degree is preferred.
• Proficiency with Microsoft Office (Outlook/calendaring, Word, Excel), Adobe Acrobat, SalesForce, and the ability to learn new software.
• Excellent organizational and prioritization skills.
• Ability to communicate courteously, discreetly and effectively with a wide variety of people.
• Ability to complete tasks independently in a timely and efficient manner while maintaining accuracy.

Responsibilities

• Provide administrative support, including scanning/saving documents, entering information in our client database, and scheduling/confirming meetings.
• Open and close the office daily.
• Answer incoming phone calls, provide general information, and direct calls to appropriate team members.
• Greet clients, manage parking validation, and provide beverages.
• Manage all incoming and outgoing mail and overnight deliveries; occasionally deliver outgoing mailings to post office or UPS.
• Monitor client meetings, place lunch orders, and maintain reception area and conference rooms.
• Process new client onboarding and account paperwork.
• Process completed tax returns for signature and distribution to clients.
• Track documents needing signatures through Docusign.

Skills

Administrative experience

Organizational skills

Communication skills

Education

High school diploma or equivalent

Bachelor's or Associate’s degree preferred

Tools

Microsoft Office

Adobe Acrobat

Salesforce

Job description

Are you a polished, personable Office Manager/Administrator looking for a role where you can truly shine? If you enjoy being the central hub of an office-using your administrative skills to create a welcoming experience for clients and colleagues-this could be an excellent next step. It's also a great opportunity to gain experience in the financial services industry.

You'll be joining a long-standing team of professionals who have been delivering both tax and wealth management services to clients since 1977. Last year, we proudly joined forces with Coldstream Wealth Management, combining deep expertise with a collaborative, people-focused culture.

This is an in-office position, Monday through Friday. Start time is flexible, beginning at 7:00, 7:30, 8:00, or 8:30 AM, with a nine-hour workday including a one-hour lunch.

Responsibilities include:

• Provide administrative support, including scanning/saving documents, entering information in our client database, and scheduling/confirming meetings
• Open and close the office daily
• Answer incoming phone calls, provide general information, and direct calls to appropriate team members
• Greet clients, manage parking validation, and provide beverages
• Manage all incoming and outgoing mail and overnight deliveries; occasionally deliver outgoing mailings to post office or UPS
• Monitor client meetings, place lunch orders, and maintain reception area and conference rooms
• Process new client onboarding and account paperwork
• Process completed tax returns for signature and distribution to clients
• Track documents needing signatures through Docusign

Required Experience

• 3+ years of administrative experience in a professional office environment
• High school diploma or equivalent; Bachelor's or Associate's degree is preferred
• Proficiency with Microsoft Office (Outlook/calendaring, Word, Excel), Adobe Acrobat, SalesForce, and the ability to learn new software
• Excellent organizational and prioritization skills
• Ability to communicate courteously, discreetly and effectively with a wide variety of people
• Ability to complete tasks independently in a timely and efficient manner while maintaining accuracy

Keyword: Office Administrator

From: Coldstream Wealth Management